documents librarianship ahead of the curve or off the wall?
TRANSCRIPT
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Documents Documents LibrarianshipLibrarianship
Ahead of the Ahead of the Curve or Off the Curve or Off the
Wall?Wall?
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How Does Government Affect How Does Government Affect
YOUR Life? YOUR Life?
FamilyFamilyHealthHealthIncomeIncomeHousing Housing CommunityCommunityRecreationRecreationStudentsStudentsBusinessBusiness
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FamilyFamily
Marriage licenseMarriage licenseBirth certificateBirth certificateDivorce decreeDivorce decreeChild supportChild supportDeath certificateDeath certificateFuneral home regulationsFuneral home regulationsEstate taxesEstate taxes
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HealthHealthFlu vaccine shortage Nutritional guidelines Terrorism and bioterrorismDrug approvalRegulation of nursing homes Medicare payment schedules for
hospitals
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IncomeIncome
TAXESTAXESEqual employment opportunity Equal employment opportunity
guidelinesguidelinesConsumer price indexConsumer price indexCivil service salariesCivil service salariesMediation in labor disputesMediation in labor disputesSocial security and food stampsSocial security and food stamps
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CommunityCommunityRoadsRoadsZoning ordinancesZoning ordinancesWater suppliesWater suppliesWaste disposalWaste disposalPower and cable industry regsPower and cable industry regsToxic waste cleanupToxic waste cleanupWeather alertsWeather alertsDisaster assistanceDisaster assistance
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HousingHousing
Certifies home repair contractorsCertifies home repair contractors and prosecutes ripoffsand prosecutes ripoffs
Building inspectorsBuilding inspectorsEnforces disclosure rules when getting a Enforces disclosure rules when getting a
mortgagemortgageConsumer pamphlets on renting, buying Consumer pamphlets on renting, buying
homes, and moving companieshomes, and moving companies
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Student WorldStudent WorldStudent loansStudent loansWork study scholarshipsWork study scholarshipsCollege admission court decisionsCollege admission court decisionsResearch grants for faculty and Research grants for faculty and
academic departmentsacademic departmentsFederal depository librariesFederal depository librariesOriginally sponsored the internetOriginally sponsored the internetCopyright protectionsCopyright protections
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BusinessBusiness
Regulates stock market Regulates stock market Technical researchTechnical researchPatentsPatentsTrade regulations and statisticsTrade regulations and statisticsEmployment regulationsEmployment regulationsSafety standardsSafety standardsLoans to start a small businessLoans to start a small business
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RecreationRecreation
National park systemNational park systemPassportsPassportsAirport securityAirport securityGrant funding for the arts and Grant funding for the arts and
humanitieshumanitiesGenealogyGenealogyFishing and hunting licensesFishing and hunting licensesState park camping reservationsState park camping reservations
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Who Uses Who Uses DocumentsDocuments
Public LibrariesPublic LibrariesTax forms, nutritional guides, Tax forms, nutritional guides,
Social Security, local zoning, Social Security, local zoning,
and genealogyand genealogy
Academic LibrariesAcademic LibrariesCongressional documents, Congressional documents,
statistics, treaties, geological maps, statistics, treaties, geological maps,
soil surveys, and technical reports soil surveys, and technical reports
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Who Uses Who Uses DocumentsDocuments
Special LibrariesSpecial LibrariesLaws, regulations, and patentsLaws, regulations, and patents
Personal LifePersonal LifeTax forms, maps, absentee ballots, Tax forms, maps, absentee ballots,
fishing licensesfishing licenses
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What Is A What Is A GovernmentGovernment??
• National GovernmentsNational Governments
• State and ProvincialState and Provincial
• CountiesCounties
• Cities and Townships Cities and Townships
• Inter-Governmental AgenciesInter-Governmental Agencies
United Nations, SEMCOGUnited Nations, SEMCOG
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What Is What Is DocumentDocument??Information in any format
produced at the expense
of a government – Grace’s Definition
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What Is Document?What Is Document?“Government publication” as used in
this chapter, means informational matter which is published as an individual document at Government expense, or as required by law.-- 44 USC 1901
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What Is Document?What Is Document?Contracted ReportContracted Report(funded by government; written by grantee)
Who owns copyright – Who owns copyright – the author or the public the author or the public
Does it fall under a depository Does it fall under a depository program program (i.e. free to libraries) (i.e. free to libraries)
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What Is a What Is a Document?Document?
Published asPublished as Individual DocumentIndividual Document
Does Does publishedpublished include include internetinternet??
Does Does individualindividual include include databases? databases?
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Types of DocumentsTypes of DocumentsAbout the GovernmentAbout the Government
1. Laws and Regulations1. Laws and Regulations2. Proposed Laws (Bills)2. Proposed Laws (Bills)3. Legislative Debates3. Legislative Debates44. . Executive Speeches Executive Speeches and Directivesand Directives5. Court Decisions5. Court Decisions
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Types of DocumentsTypes of DocumentsSubject-OrientedSubject-Oriented
66. . Research and Research and InvestigationsInvestigations 7. Statistics7. Statistics 8. Copyright and Patents8. Copyright and Patents 9. Maps9. Maps10. Consumer Information10. Consumer Information
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Document DistributionDocument Distribution
ExchangeExchange
Publications from one government Publications from one government sent to a library of another government sent to a library of another government for publications of equal valuefor publications of equal value
DepositoryDepository
Publications of one government given Publications of one government given to a library in return for public accessto a library in return for public access
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Document DistributionDocument Distribution
SalesSalesWorks when have central Works when have central government printer or a vendor government printer or a vendor such as Bernansuch as Bernan
InternetInternetMost U.S., state, and local agencies Most U.S., state, and local agencies
as as well as UN have free documents on well as UN have free documents on internet. Other countries are internet. Other countries are
stingier.stingier.
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University Depository University Depository CollectionCollection
MichiganMichiganUnited StatesUnited StatesCanadaCanadaUnited NationsUnited NationsFAOFAOSouth Pacific CommissionSouth Pacific CommissionAsian Development BankAsian Development BankEuropean Union (Law)European Union (Law)
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Federal Depository SystemFederal Depository System
Beginnings– Unofficially in 1814– Extended to Executive Branch – publications in 1895
Library Eligibility– Congressional District = 2– Senate = 2 (one apiece)– Law Schools and Courts
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1515thth Congressional District Congressional District
University of MichiganUniversity of Michigan LawEastern Michigan UniversityHenry Ford Comm CollegeMonroe County Lib System
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Depository ProfilesDepository Profiles 52 regionals -1223 selectives 52 regionals -1223 selectives
50% Academic50% Academic20% Public20% Public30% Remainder30% Remainder
Federal agencies and courtsState libraries and courtsMilitary academiesLaw and special
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Depository ProfilesDepository Profiles 52 regionals -1223 selectives 52 regionals -1223 selectives
RegionalsRegionals– Take all publicationsTake all publications– Approve disposalsApprove disposals– Administrative and trainingAdministrative and training– Library of MichiganLibrary of Michigan
SelectivesSelectives– Select types of publicationsSelect types of publications– Retain for five yearsRetain for five years– University of Michigan, University of Michigan University of Michigan, University of Michigan
Law, and Eastern MichiganLaw, and Eastern Michigan
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Depository Item NumbersDepository Item Numbers7579 Item Numbers7579 Item Numbers
Agency + Type of PublicationAgency + Type of Publication
0461-D-05 = General publications of the Education Department
0140-A-03 = Housing Units (EL) 0573-C = Federal Register (P) 0573-D = Federal Register (MF) 0573-E = Federal Register (EL)
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Documents Data Miner http://govdoc.wichita.edu/ddm
Item Lists http://www.du.edu/bdld/lciintro.htm#gtr00
Electronic shipping lists http://www.du.edu/bdld/dslintro.htm#gtr00
Administrative Notes http://www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/index.html
Technical Supplement http://www.access.gpo.gov/su_docs/fdlp/pubs/techsup/index.html
Depository ToolsDepository Tools
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http://www.lib.umich.edu/govdocs/gid/
rusbibl.html
Mandatory selections, record-keepingMandatory selections, record-keeping Preservation, disaster recovery, weedingPreservation, disaster recovery, weeding Computer workstations, internet filtersComputer workstations, internet filters Reference and electronic accessReference and electronic access
Depository GuidelinesDepository Guidelines
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Collection Collection DevelopmentDevelopment
Written Collection PolicyWritten Collection Policy
– UMich selects about 85%UMich selects about 85%
– Receives $85,000 in federal documentsReceives $85,000 in federal documents
– Spends approx. $300,000 per year to amplify Spends approx. $300,000 per year to amplify federal collectionfederal collection
Weeding PolicyWeeding Policy
– 5 year retention; then offer to regional5 year retention; then offer to regionalPreservation Microfilming and DigitizationPreservation Microfilming and Digitization
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Shipping List Provides Shipping List Provides SUDOCS NumberSUDOCS Number
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CollectionCollection OrganizationOrganization
OptionsOptions– Separate Collection by SuDocs #Separate Collection by SuDocs #– Integrated with Non-DocumentsIntegrated with Non-Documents
Success of EitherSuccess of Either– Enthusiasm of LibrarianEnthusiasm of Librarian– Time to SpecializeTime to Specialize
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University of Michigan University of Michigan DocumentsDocuments
Consolidated in Five LibrariesConsolidated in Five Libraries– Art, Architecture and EngineeringArt, Architecture and Engineering– ScienceScience– Public HealthPublic Health– MapsMaps– GraduateGraduate
Documents Center CoordinatesDocuments Center Coordinates Serials Records - ProcessingSerials Records - Processing
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Bibliographic RecordsBibliographic Records
Commercial Cataloging TapesCommercial Cataloging TapesData Base Management Data Base Management Catalog IndividuallyCatalog IndividuallyCombination ApproachCombination Approach
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Bibliographic Records Bibliographic Records at Michiganat Michigan
Historical cataloging of all but Historical cataloging of all but
fiche, Congressional, pamphletsfiche, Congressional, pamphletsMARCIVE implemented Feb. 2003MARCIVE implemented Feb. 2003Shipping list and full records for Shipping list and full records for
monographsmonographs
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Physical AccessPhysical Access
Required for Congressional DistrictRequired for Congressional District Includes access to non-filtered internetIncludes access to non-filtered internet Automatic for Public InstitutionsAutomatic for Public Institutions Private Institutions May Use Private Institutions May Use
– Check-In without Identification– Separate Hours for Public– Separate Doors for Documents
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ReferenceReference
Helping real Helping real peoplepeople
is the fun is the fun part of part of
the jobthe job
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Documents Center Documents Center Reference Reference
Desk staffed 12-4:30, M-FE-Mail and Ask-Us ReferenceTelephone ReferenceResearch ConsultationsDocuments-Related Web Pages
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Documents Center Documents Center StaffStaff
Denise Schoene, student supervisor and law selector
Jennifer Nason-Davis, international documents
Ursula Arnold and Frank Lester, SIGrace York, coordinator & federal
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Sample Reference QuestionsSample Reference Questions History of an 1870s lighthouseHistory of an 1870s lighthouse Translations of Chinese statements Translations of Chinese statements
on Sino-Soviet spliton Sino-Soviet split Evaluation of gray wolf initiative in Evaluation of gray wolf initiative in
YellowstoneYellowstone Cost of living in San Francisco and HonoluluCost of living in San Francisco and Honolulu How many times has John McCain voted with How many times has John McCain voted with
the Democrats?the Democrats? How to reinstate voter registration after two How to reinstate voter registration after two
rounds of prisonrounds of prison
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Documents Question CluesDocuments Question Clues
•Legal MaterialLegal Material
•StatisticsStatistics
•Government Official or Agency Government Official or Agency Mentioned in QuestionMentioned in Question
•Obvious government publicationObvious government publication(e.g. Duelfer or 9/11 Commission report)(e.g. Duelfer or 9/11 Commission report)
• Expert on the subject is a Expert on the subject is a government employee government employee (not always (not always obvious)obvious)
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Legal QuestionsLegal Questions
•Laws, regulations, bills, Laws, regulations, bills, rulesrules
•Court decisionsCourt decisions•Patent or copyrightPatent or copyright•TaxesTaxes
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StatisticsStatistics
•75% of all statistical questions 75% of all statistical questions start with the governmentstart with the government
•Answers can be in databases Answers can be in databases rather than printed in a tablerather than printed in a table
•Business organizations and Business organizations and associations provide data about associations provide data about their own operationstheir own operations
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Government Agency Government Agency MentionedMentioned
Congressman Knollenberg, Congressman Knollenberg, President Bush, NASA, Social President Bush, NASA, Social Security Administration, etc. Security Administration, etc. are pretty obvious cluesare pretty obvious clues
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Specific Government Specific Government DocumentDocument
•Starr or 9/11 Commission Starr or 9/11 Commission ReportReport•Foreign Relations of the Foreign Relations of the
United StatesUnited States•Highway StatisticsHighway Statistics•EPA 600/2-89-143EPA 600/2-89-143•PL 97-25PL 97-25
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Expert on Subject?Expert on Subject?
Some are obviousSome are obvious- - State Dept. for passportsState Dept. for passports- INS for naturalization - INS for naturalization - Census Bureau for Census- Census Bureau for Census
Some are unclear, Some are unclear, e.g. baby cribse.g. baby cribs- - Consumer Reports (commercial)Consumer Reports (commercial)- Consumer Product Safety - Consumer Product Safety Commission (government) Commission (government)
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Finding AnswersFinding AnswersStandard Reference ToolsStandard Reference Tools
Bibliographies, Laws, Congress, Bibliographies, Laws, Congress, StatisticsStatistics
Google’s Uncle SamGoogle’s Uncle Sam86% of current docs on internet86% of current docs on internethttp://www.google.com/unclesam
Browse AgencyBrowse AgencyBibliographyBibliographyWeb siteWeb sitePublications themselvesPublications themselves
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E-Mail ReferenceE-Mail Reference
•Since 1992Since 1992•Switchover to Ask Us around Switchover to Ask Us around
19991999
•Approximately 40-50 per monthApproximately 40-50 per month
•Trend from remote users to Trend from remote users to immediate clienteleimmediate clientele
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E-Mail AdvantagesE-Mail Advantages
•Most questions take over 5 minutes Most questions take over 5 minutes to answer anywayto answer anyway•Time and freedom to research Time and freedom to research without consuming user’s patiencewithout consuming user’s patience
•Reference interview possibleReference interview possible
•Better research consultations when Better research consultations when people come inpeople come in
•Use OCLC for nearby collections Use OCLC for nearby collections when answering remote userswhen answering remote users
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UMich Documents SiteUMich Documents Sitehttp://www.lib.umich.edu/
govdocs/
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WEB MISSIONWEB MISSION
Reference ToolReference Tool
InstructionInstruction
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MAIN WEB PAGESMAIN WEB PAGES
FederalForeignInternational Michigan State Local
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RELATED PAGESRELATED PAGES
Documents in the NewsDocuments in the NewsDocuments LibrarianshipDocuments LibrarianshipPolitical SciencePolitical ScienceStatisticsStatistics
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Class Assignment Web Class Assignment Web PagesPages
Chemical and Biological – Disarmament
Community Analysis Epidemiology Environmental Justice Middle East Conflicts Race, Gender and Empire in Nuclear Age Urban Planning
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Alternative FormatsAlternative FormatsPowerpoint Instructional/Tutorials
– Census and Political Science Research
New Videos– Manipulating Census Data with Excel– Geolytics CD-ROM
Spreadsheets– Congressional Elections– Native American reservations by
state
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News SpecialsNews Specials(hits as of 11/1/04)(hits as of 11/1/04)
America’s War Against Terrorism (918,647)
Election 2000 (195,858) Election 2004 (360,095; 153,000 new
hits in 48 hours) Impeachment of President William
Jefferson Clinton Iraq War Debate (359,615) U-M Affirmative Action Lawsuit
(101,659)
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Special ProjectsSpecial Projects
JFK Executive Orders (Schieda) Foreign Gazettes (Davis, Crouse) Congressional E-Mail (Sept. 1994) GODORT Handout Exchange (Aug.
1994) GPO Administrative Notes (Sept.
1995)
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WEB STATISTICSWEB STATISTICS
5078 Documents80,000 internal links and 47,000 external links
6500 links broken
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New Web InitiativeNew Web Initiative
Possible data base format for main sections
Retain alternative formats – (spreadsheets, powerpoint,
videos, tables) Multi-year switchover??? RSS syndication new as of 11-9-04
– (http://www.lib.umich.edu/govdocs/rss.xml)
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Decline of In-Person Decline of In-Person Reference at MichiganReference at Michigan
0
2000
4000
6000
8000
10000
12000
FY1996
FY1998
FY2000
FY2002
FY2004
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Rise in Web Access of Rise in Web Access of Documents Center Web SiteDocuments Center Web Site
05
101520253035404550
FY1996
FY1998
FY2000
FY2002
FY2004
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Reference FY 2004Reference FY 2004
2,000 in person questions 600 e-mail/webmail
questions705,000 web reference answers
707,600 questions total
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GPO Biennial SurveyGPO Biennial Surveyhttp://
www.access.gpo.gov/su_docs/fdlp/bisurvey/index.html
Self-Study or InspectionSelf-Study or Inspectionhttp://
www.access.gpo.gov/su_docs/fdlp/pubs/fdlm/selfstud.html
Depository Depository SurveillanceSurveillance
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Issues in Documents Issues in Documents Librarianship - 2004Librarianship - 2004
Economic Impact of Online – Publishing
Downsizing Depository DistributionDepository Library DropoutsDownsizing Documents DepartmentsLong-Term Training NeedsLong-Term Preservation/Use
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GPO is Losing $57 Million in its GPO is Losing $57 Million in its Sales Program Per YearSales Program Per Year
Has closed all of its regional bookstores
Considering On-demand publishing Value-added services (e.g. notification
of new bills or regulations)Selling the GPO building Scrapped idea to charge public from
printing or downloading from the internet
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Congressional MandateCongressional Mandate
Legislative Appropriations Act, 1996 (Public Law 104-53)– Required shift to electronic Federal
Depository Library Program
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GPO DistributionGPO Distribution
19921992
Paper 19,000Paper 19,000
Microfiche 50,000Microfiche 50,000
CD-ROMS 182CD-ROMS 182
InternetInternet 0 0
20022002
8,3078,307 5,5255,525
480480
20,58520,585
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GPO DistributionGPO Distribution
•2003 – 65% of publications distributed as internet only
•2004 – 86% of all documents have internet version
•2005 – goal of 95% electronic distribution
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GPO to Distribute Electronic Unless
•There is no online electronic version
•The online version is incomplete, unofficial or unreliable
•The tangible product is of significant reference value
•The online version is hard to access (Duelfer report was 3 volumes, each 50-70 MB)
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Electronic Format Electronic Format Unless: Unless: (continued)(continued)
The tangible product serves a special needs population; e.g., Braille
Tangible product required by law
Electronic more expensive
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Selected Essential TitlesSelected Essential Titles
Constitution, U.S. Code, Constitution, U.S. Code,
Statutes at LargeStatutes at LargeBudget, CPI, Monthly Labor Budget, CPI, Monthly Labor
ReviewReviewCFDA, Statistical AbstractCFDA, Statistical AbstractEconomic Report of the President, Economic Report of the President,
Economic IndicatorsEconomic Indicators
http://www.access.gpo.gov/su_docs/fdlp/pubs/estitles.html
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Effect on LibrariesEffect on Libraries
No incentive to remain a depository if publications distributed on internet only
ALL libraries can have access to 86% of depository documents via the internet
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Libraries Dropping Out of Libraries Dropping Out of ProgramProgram
About 50 smaller libraries About 50 smaller libraries
have left the FDLP in the have left the FDLP in the past three yearspast three years
Detroit Public is Detroit Public is withdrawing from regional withdrawing from regional statusstatus
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The IssueThe Issue
Why follow all of those Why follow all of those
processing and processing and electronic rules, self-electronic rules, self-studies and inspections studies and inspections when it’s all and only on when it’s all and only on the internet?the internet?
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GPO’s SolutionGPO’s Solution
Cancel depository inspection Cancel depository inspection program; substitute library program; substitute library advisors (Sally Lawler of advisors (Sally Lawler of Michigan will be the first)Michigan will be the first)
Provide depositories with $500 Provide depositories with $500 of print-on-demand servicesof print-on-demand services
Stay with the Program Stay with the Program IncentivesIncentives
http://www.access.gpo.gov/su_docs/fdlp/staywiththeprogram.html
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Biggest Incentive of AllBiggest Incentive of All
Depositories MUST Depositories MUST offer their entire offer their entire retrospective retrospective collection to the collection to the regional when they regional when they leaveleave
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Documents Documents Departments Departments DisappearingDisappearing
Many separate documents departments have combined with general reference (Penn State, Berkeley, Duke, Iowa)
Documents Center reduced hours due to budget cuts and irregular use
Some functions can be outsourced; reference experience irreplaceable
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Characteristics of Characteristics of Documents QuestionsDocuments Questions
Specific Specific At least 60% require over At least 60% require over
5 minutes - sometimes 15-905 minutes - sometimes 15-90 Use multiple formats (paper, Use multiple formats (paper,
fiche, CD, internet for one fiche, CD, internet for one question)question)
Must manipulate spreadsheetsMust manipulate spreadsheets May require interpretationMay require interpretation
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Training IssuesTraining Issues
New “internet only” – depositories
Reference staff at combined reference/documents desk
New documents staff members at a documents desk
Fewer questions to practice for the tough questions
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How Librarians LearnHow Librarians Learn
Taking specialized classes or training sessions
Extended, off-desk reference Teaching your own classes Preparing bibliographies Adopting a mentor Lots of experience
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Preservation IssuesPreservation Issues
Material disappears from the
internet Version control and authentication Technology change
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Material Disappears for Material Disappears for Political or National Security Political or National Security
ReasonsReasonsNuclear Regulatory Commission Nuclear Regulatory Commission
Pipeline mapsPipeline maps
Hazmat materials transportation Hazmat materials transportation info info
Nuclear powerplant informationNuclear powerplant information
GPO recalled CD-ROM on water GPO recalled CD-ROM on water resourcesresources
CRS Issue BriefsCRS Issue Briefs
Web pages of former CongressmenWeb pages of former Congressmen
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Preservation EffortsPreservation Efforts
GPO copies documents; GPO copies documents; substitutes copy if item substitutes copy if item disappears from agency web disappears from agency web site using PURLsite using PURL
National Archives designated National Archives designated as GPO partneras GPO partner
Creating a collection of last Creating a collection of last resort (dark archive) for paper resort (dark archive) for paper and electronicand electronic
Cybercemetery at University Cybercemetery at University of North Texas of North Texas
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Versions and AuthenticityVersions and Authenticity
Do you keep only the revised Do you keep only the revised version of a looseleaf manual or version of a looseleaf manual or all of the changes? all of the changes?
Do you keep the provisional, final and Do you keep the provisional, final and revised version of an unemployment revised version of an unemployment estimate?estimate?
How do you know a partisan or hacker How do you know a partisan or hacker hasn’t altered a version of a hasn’t altered a version of a document for his/her own purpose?document for his/her own purpose?
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Versions and AuthenticityVersions and Authenticity
GPO drafting documents on GPO drafting documents on
version control and version control and
authenticationauthentication
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Retrospective ConversionRetrospective Conversion
GPO may partially fund GPO may partially fund
libraries for retrospective libraries for retrospective conversionconversion
GPO may do some GPO may do some conversion itselfconversion itself
See vote results:See vote results:http://
www.gpoaccess.gov/legacy/priorities/vote_stats.html
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Technological ChangeTechnological Change
Old versions of Adobe Acrobat Old versions of Adobe Acrobat
may not be compatible with may not be compatible with
newer versionsnewer versions
1990 Census CDs don’t run well on 1990 Census CDs don’t run well on
Windows XPWindows XP
Before microfiche there Before microfiche there
was microprint!was microprint!
No one in government wants to pay No one in government wants to pay
for migrating old datafor migrating old data
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Data Migration to New Data Migration to New FormatFormat
Who will step up to the plate?
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Are Documents Librarians Are Documents Librarians Ahead of the Curve?Ahead of the Curve?
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Off the Wall?Off the Wall?
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Or Behind the 8 Ball?Or Behind the 8 Ball?
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Critical Need for Critical Need for Subject SpecialistsSubject Specialists